Data hygiene for bulk renewals: a 30-day pre-renewal checklist

The cleanest renewal cycle is the one you start a month early. Here's the schedule, contact, and coverage data we recommend scrubbing before you even pull rates.

The Portiqo Team Mar 6, 2026 6 min read

The single biggest predictor of a smooth renewal isn't the carrier, the rates, or the relationship. It's the state of your data on day -30.

“The cleanest renewal cycle is the one you start a month early.”

Here's the checklist we recommend running 30 days before any major master-policy renewal.

Schedule data

Reconcile the current schedule against the client's most recent rent roll. Flag any properties on one and not the other. Get a written confirmation from the PM on which version is correct. This is the single highest-leverage step in the entire process — every error you find here saves you hours later.
Confirm TIVs against current construction cost data. If anything hasn't been updated in 18+ months, flag it for review.
Verify occupancy classifications. A walk-through with the PM (or even Google Street View) will surface a surprising number of changes.

Contact data

Confirm primary and secondary contacts at the PM and the named insured. People change roles. Renewal documents going to a former AM's inbox is a common cause of last-minute scrambles.
Verify lender contacts for every mortgaged property. Lender servicing portfolios change hands constantly, and the contact you used last year may no longer be correct.

Coverage data

Pull every endorsement issued in the policy term and confirm it was correctly applied to the schedule. This is where most coverage errors live.
Confirm any lender-required coverages or endorsement language. Loan modifications during the term sometimes change the requirements without anyone telling the broker.

The 30-day pre-flight

  • Reconcile schedule against the latest rent roll
  • Refresh TIVs older than 18 months
  • Re-verify occupancy classifications property-by-property
  • Confirm PM and named-insured contacts
  • Re-verify lender contacts on every mortgaged property
  • Audit every in-term endorsement against the schedule
  • Confirm lender-required coverages still match the loan docs

What this gets you

An agency that does this 30-day pre-flight ships clean files to carriers, gets faster turnaround on rates, and almost never gets a surprise at audit. The work isn't glamorous, but it compounds — every renewal cycle gets smoother because the underlying data gets cleaner.